2012 star demographic data corrections

September 2012 Demographic Data Corrections 1

2012 STAR2012 STARDemographic Data Demographic Data

CorrectionsCorrections

Webcast

September 27, 2012

Start time 9 a.m.


ObjectivesObjectives

District STAR coordinators will understand:• Why data should be corrected• Which data can be corrected• What the cost is for correcting data• When data can be corrected• How to make data corrections• Data corrections vs. handscoring end-of-

course mathematics and science tests


What’s New?What’s New?

• Layout Changes– See the “What’s New” table starting on page 1 of the

Demographic Data Corrections Manual for changes to the data layout.

• Search for Student– You can search by student SSID when matching

unmatched grades four and seven students multiple choice with unmatched writing.


Why Correct Data?Why Correct Data?

• Correct API and AYP calculations– Corrected data are sent to the CDE’s

Academic Accountability Unit for recalculation

• Score uncoded and rescore miscoded end-of-course mathematics or science tests– Other option is to hand score

• Obtain corrected data CD


• SSID• CAPA Level• County and district code for student’s

residence if residence is other than where student attends school/receives services

• Special Testing Conditions (except for certain fields)

• Accommodations or Modifications Used• Adult Testing Irregularities• Inappropriate Test Preparation

Fields used for API and/or AYP Fields used for API and/or AYP calculations that may be corrected calculations that may be corrected



• Student’s English Proficiency• English Learner Date First Enrolled in U.S.

School• R-FEP student scored PRO or ADV any 3

years on CST and/or CMA for ELA• National School Lunch Program (NSLP)• Primary Disability • Receives special education services at a

nonpublic, nonsectarian school (NPS) based on IEP


• Hispanic or Latino

• Ethnicity/Race

• Parent Education Level

• CBEDS Enrollment—District

• CBEDS Enrollment—School

• CST/CMA for Mathematics Test Taken

• CST for Science Test Taken



Demographic fields that may Demographic fields that may NOTNOT be be corrected corrected

• District Name

• County/District Code

• School Name

• School Code

• Grade Level of Test Taken (enrollment grade may be changed, however)


How much does it cost?How much does it cost?

• One setup fee of $630– Regardless of number of administrations

changed• 16 cents per record

– ALL students tested on the administration• Additional cost for replacement reports and CD


ExampleExample

• Two administrations– 1,000 students tested on admin 1– 5,000 students tested on admin 2

• Correct 900 students on admin 1– Cost = $630 + (0.16 x 1000) = $790

• Correct 3,000 students on admin 2– Cost = $630 + (0.16 x 5000) = $1,430

• Correct 900 students on admin 1 plusCorrect 3,000 students on admin 2– Cost = $630 +(0.16 x 6000) = $1,590


Cost of Cost of Replacement ReportsReplacement Reports

Report Cost per student tested in the admin.

Student Reports (paper)Student Reports (PDFs on DVD-ROM) Student Record Label

$1.50$0.25$0.80

Student Master List $0.60

Student Master List Summary, School level $0.60

Student Master List Summary, District level $0.60

Subgroup Summaries $0.85

Student Master List Summary: End-of-course CST results, end-of-course CMA results

$0.60

Student Data File on CD-ROM $0.32


TimelineTimeline

• Submit form– Form available on www.startest.org/forms.html – Last day for submissions is October 20

• System OPEN for corrections on October 1• System CLOSED for corrections on November 9

– Last day to request file download is November 8; corrected file then must be uploaded by November 9

• Corrected STAR Internet reports to be posted in January – Not the same as accountability reports


The ProcessThe Process

• Complete and submit form.• Obtain new password.• Access “STAR 2012 Administration.” • Make data corrections.

– Online– Offline

• Request download file NO LATER than November 8

• Match unmatched records (optional).– Online only

• Select to “Approve – District Complete.”– If this step is NOT completed, NO data changes will

be sent to the CDE.– Must be completed by 6 p.m. (PST) November 9.


Online & Offline UpdatesOnline & Offline Updates

Scenario One Scenario Two

1. Request and download file.2. Edit data in file.3. Upload corrected file.

1. Edit data online.2. Submit online corrections.

Scenario Three Scenario Four

1. Edit data online.2. Submit online corrections.3. Request and download file.4. Edit data in file.5. Upload corrected file.

1. Request and download file 1.2. Edit data online.3. Submit online corrections.4. Request and download file 2.5. Edit data in file 2.6. Upload file 2.


Download & Upload Download & Upload FormatFormat

• Based on STAR Student Data Layout – Includes ALL data in one file– Includes additional control data fields

• 838 Characters long

• Includes records for ALL administrations

• File includes CST, CMA, and CAPA records– STS records not included


Format of Data FileFormat of Data FileAppendix C of Demographic Data Corrections Manual


Sample Data FileSample Data File

Header Record – Do NOT remove or alter

Trailer Record – Do NOT remove or alter


After DownloadAfter Download

• Save a COPY of download file to desktop• Do NOT make online data changes in

between downloading and uploading• Use text editor to make data changes

– Do not use Excel

ImportantIf downloading and correcting the entire file, use text file (.txt) format only. Do not edit data in Microsoft Excel or any other application that could potentially reformat the data. Be sure to upload the entire corrected text file (.txt), including the header and trailer records. Do not change the sequence of any of the records in the file.

September 2012 Demographic Data Corrections

After Download (continued)After Download (continued)

• Keep data in same columns and sequence• Do NOT remove records• Do NOT change fields UIN (3–22) or “ETS

Use Only” (777–838)• Do NOT adjust header or trailer records

19


Upload File Upload File Phase 1, File CheckPhase 1, File Check

• Unsuccessful– All records rejected– Possible errors

• Header record error• Trailer record error• Records deleted or added• Latest download file not used for upload• File format


Upload File Upload File Phase 1, File CheckPhase 1, File Check

• Successful– Proceed to Phase 2

Record checkOnly modified records will be checked


Upload File Upload File Phase 2, Record CheckPhase 2, Record Check

• Data for entire record has to be valid

• Updates record if all data valid

• Rejects record if ANY data on the record are invalid

• E-mail sent to inform that Phase 2 has been completed


E-mailE-mail

From: [email protected] Subject: Student Demographic Edit File Status Notification

Below is the file processing status for: STAR Student Demographic Edit Upload File

Filename: PN543.1txt.txt

Date Submitted: 2012-10-15 09:20:22.0

Submitter: District STAR Coordinator

Status: Error

The following fatal errors have occurred while processing the file:

Total Number of Records: 51

Total Number of Accepted Records: 50

Total Number of Rejected Records: 1

Please return to [URL] to download the detailed error report for this file.

Contact customer service at (800) 955-2954 if you need further assistance.


ResubmitResubmit

• Download data

• Locate records in error

• Correct errors

• Upload ENTIRE file– Not just the corrected error records


SoftwareSoftwareDemonstrationDemonstration

Online Updates

Matching Records

Download & Upload Files


Logon to 2012 DatabaseLogon to 2012 Database


Welcome ScreenWelcome Screen


Online CorrectionsOnline CorrectionsSearch for StudentSearch for Student


Online CorrectionsOnline CorrectionsSearch for Student ResultsSearch for Student Results


Online CorrectionsOnline CorrectionsUpdate Student DataUpdate Student Data

Cannot update online

– Special test conditions

– Modifications and accommodations

– Must make these corrections offline


Online CorrectionsOnline CorrectionsMatching RecordsMatching Records

• Matching only available online

• Grade 4 and 7 multiple choice & writing

Step 1: Match Demographic Records form

Step 2: Match Demographic Records search results


Online CorrectionsOnline CorrectionsMatching Records (cont.)Matching Records (cont.)

Step 3: Unmatched record search


Online CorrectionsOnline CorrectionsMatching Records (cont.)Matching Records (cont.)

Step 4: Unmatched record search results

Step 5: Unmatched records—student results


Offline CorrectionsOffline CorrectionsRequest FileRequest File


Offline CorrectionsOffline CorrectionsDownload FileDownload File

Available the next day for download


Offline CorrectionsOffline CorrectionsEdit FileEdit File

Text editor


Offline CorrectionsOffline CorrectionsUpload FileUpload File


Upload MessagesUpload MessagesSuccess

Failure


Offline CorrectionsOffline CorrectionsCheck File StatusCheck File Status


ApproveApprove


Final StepsFinal Steps

• Request & save a copy of final corrected data file

• Approve – District Complete– Sends data for inclusion in January

Internet posting– Sends invoice from ETS


Score uncoded and rescore Score uncoded and rescore miscoded miscoded

end-of-course mathematics or end-of-course mathematics or science testsscience tests

• Two options– Demographic data corrections– Handscore


Data Corrections Hand Scoring

Question: What is the fee to the school district?

Zero additional cost ……if district is already performing demographic

data corrections to correct other data.

$52 per student

Question: Will updated data be sent to CDE for inclusion in Internet data posting and API/AYP calculations?

YES NO

Question: Will updated summary reports, data CD, etc., be available?

YES NO

Question: Will there be notification of new score(s) (Student Master List, Student Record Label, data CD, etc.)?

YESThe updated Student Master List, Student

Record Label, and the student data file CD will be available for an additional charge.

YESLetter will be sent to the district STAR coordinator

containing the new/revised scores.

Question: Will updated STAR Student Reports be available?

YESPaper and PDF available

NO

Data Corrections vs. Handscoring FAQs Data Corrections vs. Handscoring FAQs for EOC Mathematics or Sciencefor EOC Mathematics or Science


Questions?Questions?

QuizQuiz

Which of these methods can be used to correct student demographic data online?

A. Request a hand-score.

B. Resubmit my Pre-ID file.

C. Use the search for student feature to correct one student record at a time.

D. Upload an Excel spreadsheet containing only the corrected records.


QuizQuiz

You should download a file, correct records online, and then upload the file.

True.

False.


QuizQuiz

Which field can be corrected using demographic data corrections?

A. Parent Education Level

B. School code

C. District name

D. Test administration


QuizQuizWhat are the last two tasks you should perform before finishing the demographic data corrections process?

A. Contact the CDE and let them know you are finished, and then call STAR TAC.

B. Request and download a final copy of your district’s demographic corrections for your records, and then select the “Approve – District Complete” button.

C. Make sure to contact your district’s superintendent, and then take a coffee break.

D. Select the “Approve – District Complete” button, and then select “Unapprove.”



Next Webcast:Next Webcast:

2012 STAR Order 2012 STAR Order Management October 17, Management October 17,

2012 2012 Webcast starts at 9 a.m.

2012 star demographic data corrections

Documents

correct data

data layout

correctedwhich data

ayp calculationscorrected

correcting datawhen

demographic fields

students residence

recordall students